Executive Assistant for the Vice President of Institutional Advancement

Working Title Executive Assistant for the Vice President of Institutional Advancement Role Title Admin and Office Spec III Role Code 19013-SW FLSA Nonexempt Pay Band 03 Position Number 29700114 Agency Germanna Community College Division Germanna Community College (Div) Work Location Spotsylvania - 177 Hiring Range $56,230-$62,478 Annually, Plus Full State Benefits Emergency/Essential Personnel No EEO Category 6-Administrative Support Full Time or Part Time Full Time Does this position have telework options? -Telework options are subject to change based on business needs- Does this position have a bilingual or multilingual skill requirement or preference? Work Schedule

Monday-Friday 8:00A.M.– 4:30P.M.

Or as scheduled

Sensitive Position No Job Description Germanna Community College is a public, open access institution of higher education in the Virginia Community College System. The College is a dynamic learning organization that serves as a Germanna regional leader and preferred partner where quality learning experiences enable students to participate effectively in the social, economic, political, intellectual, and cultural life of their communities. Germanna Community College is centrally located in Fredericksburg, VA between Washington D.C. and Richmond and between the Blue Ridge mountains and the Chesapeake Bay. Full of history, the area offers a community rich with diversity, the arts, technology, vineyards, hiking, canoeing/kayaking, and many other activities.

The Executive Assistant for the Vice President of Institutional Advancement provides high-level administrative, operational, and technical support to the Vice President of Institutional Advancement and tangential support to the Foundation Board. This role serves as the central coordinator for executive logistics, financial administration, board governance, and specialized advancement software. The successful candidate will manage sensitive data with strict confidentiality and ensure seamless day-to-day operations across multiple foundations.

Major Duties & Responsibilities Executive Support (40%)

• Manage complex executive calendars, schedule high-level constituent meetings, and prepare comprehensive briefing materials.
• Draft, edit, and proofread high-visibility correspondence, presentations, and reports with a high degree of accuracy.
• Acquire a deep understanding of institutional and operational priorities to serve as a trusted proxy for the Vice President; attend select internal and committee meetings on their behalf to gather insights, share updates, and maintain operational continuity.
• Monitor action items, follow up with responsible parties, and maintain tracking systems for deliverables and approvals.
• Coordinate Educational and Real Estate Foundation board and committee meetings, managing logistics, notices, agendas, and official minutes.
• Administer workflows, user permissions, and digital board books within BoardEffect.

Advancement Data & Technology Administration (30%)

• Maintain constituent and gift records in Blackbaud Raiser’s Edge NXT, ensuring data integrity through regular record clean-up and deduplication.
• Promptly process and document charitable contributions across giving channels in compliance with established financial controls and fund restrictions.
• Manage the donor acknowledgment process, generating personalized, and IRS-compliant letters.
• Configure and manage GiveSmart platforms for fundraising events, overseeing registration, mobile bidding, and event-day technical troubleshooting.
• Generate accurate lists, reports, queries, and campaign dashboards to support fundraising strategies and college/Foundation reporting needs.

Procurement & Financial Administration (15%)

• Process institutional purchases and requisitions through the eVA procurement system in alignment with Commonwealth regulations.
• Coordinate purchases outside eVA according to Foundation policies, donor restrictions, and internal controls.
• Correctly distinguish and route expenses between state funds and separate Educational/Real Estate Foundation entities.
• Administer purchasing card activity, process travel reimbursements, and monitor assigned budget variances.

Reporting & Process Improvement (15%)

• Document operational procedures, identify workflow gaps, and build data trackers.
• Maintain secure electronic filing systems adhering to records-retention requirements, and cross-train …